Summary of Specifications:
I. PURPOSE OF REQUEST. The City of Lone Tree (“City”) is requesting proposals for secure offsite records storage and related services. Services to include pickup and delivery of records upon request. Contract period desired is for an initial period of one year, with automatic renewals for four additional successive one-year terms. II. TIME SCHEDULE. The City will follow this timetable: Issue RFP – April 29, 2015 Deadline for Submittal of Proposals - 5:00 p.m., on Friday, May 29, 2015
III. INSTRUCTIONS TO SUBMITTERS. A. Two copies of proposal should be sent to: City of Lone Tree Attn: Jennifer Pettinger, City Clerk 9220 Kimmer Drive, Ste #100 Lone Tree, CO 80124 or one copy via email to Jennifer.Pettinger@cityoflonetree.com
Proposal Inquiries – Contact Jennifer Pettinger at 303-708-1818 or jennifer.pettinger@cityoflonetree.com
B. Proposals that are mailed must be in a sealed envelope and clearly marked in the lower left-hand corner: “RFP – Offsite Storage Services”.
C. All proposals must be received no later than 5:00 p.m., on Friday, May 29, 2015.
IV. TERMS AND CONDITIONS. A. The City reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal.
B. The City reserves the right to request clarification of information submitted, and to request additional information from any submitter.
C. The City reserves the right to award any contract to the next most qualified contractor, if the successful contractor does not execute a contract within ten (10) days after the award of the proposal.
D. Any proposal may be withdrawn up until the date and time set above for opening of the proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to sell to the City, the services described in the attached specifications, or until one or more of the proposals have been approved by the City administration, whichever occurs first.
E. The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.
V. PROPOSAL REQUIREMENTS A. A brief description of the history and organization of the bidder’s firm, and of any proposed subcontractor.
B. A description of new account transfer process for similar new accounts acquired by the bidder within the past three (3) years including the techniques, approaches and methods to be used in completing the project.
C. References with contact information from organizations that have used bidder’s services within the last 12-18 months.
D. A description of the chronology for completing the work, including a time line and deadlines for each task.
E. Screen-shot samples and navigation information for bidder’s online inventory control system, including sample request forms, look-up queries and other account management tools.
F. Sample inventory reports, activity reports, and itemized monthly billing statements.
G. A detailed cost proposal, including any travel costs and other expenses.
H. All submitters must be compliant with the Criminal Justice Information Services (CJIS) Security Policy.
I. Proposals which fail to address each of the submission requirements above may be deemed non-responsive and will not be further considered.
VI. STATEMENT OF WORK The City of Lone Tree is soliciting proposals for Offsite Record Storage services. Vendor to furnish off-site document storage and related services. The City currently has approximately 371 cubic feet of documents stored with Iron Mountain and offsite. Additional boxes may be added to this total. The majority of the boxes currently stored are standard letter/legal file boxes (15” L x 12” W x 10” H), which are 1.2 cubic feet. Other boxes may include legal size transfer boxes (24” L x 15” W x 10” H, 3.6 cubic feet). The Scope of Services shall include, but not be limited to the following services outlined below:
A. Record Storage The vendor must provide secure off-site storage for the City’s documents and be able to provide enough physical storage capacity for approximately 371 cubic feet of documents at the initiation of the contract. The City may add more boxes to the vendor’s facility during the contract period. The vendor must accommodate the additional boxes at the rates offered. The vendor must store the City’s boxes and/or files at facilities located in the Denver metro area.
B. Record Pickup and Delivery The vendor shall accept and respond to pickup and delivery requests from authorized City staff. The vendor will deliver requested boxes and/or files during the City’s regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. Vendor shall combine delivery and pick up of boxes into one trip when requested. Vendors shall provide next day and same day delivery service.
C. Transition Services At the commencement of the contract, the vendor must assume full responsibility for the transfer of all of the City’s records stored at its current storage facility to the vendor’s facility. This responsibility includes new bar coding, labeling, data entry, and inventorying for the boxes to be stored at the vendor’s facility or facilities at the beginning of the contract period. The vendor should include in its response the process for acquiring the client’s boxes from the current facility and a time line for the process. Any costs related to this requirement must be clearly identified in the vendor response. The new vendor will replace boxes damaged during transfer from the City’s current vendor to the new vendor’s facilities. Should such damage occur, the new vendor shall furnish a report to the City detailing which boxes were damaged and replaced. Upon successful completion of the transfer, the vendor will supply to the City an inventory report of the boxes moved to the new storage facility. This inventory report will list boxes by department name, reference number and description of contents as well as a total number of boxes received.
D. Permanent Removal or Destruction Services The City may require the permanent removal or destruction of specified boxes stored with the vendor. The vendor shall provide for the permanent removal of such specified boxes and return to the City. Boxes permanently removed from storage must not appear on subsequent monthly invoices for storage. Any costs or fees associated with permanent removal of boxes must be identified in the vendor’s response. The vendor must have the ability to accomplish the certified destruction of records stored at the vendor’s facility and off site at the City offices. The certified destruction shall be performed by either shredding or incineration. The vendor must ensure that confidentiality of all destroyed records is maintained throughout the destruction process. The vendor will provide a certificate of destruction to the City for those records destroyed. No records shall be destroyed without written approval from the administrator or authorized user of the City account with the vendor.
E. Inventory Tracking The vendor shall maintain an accurate, bar-coded and computer-based inventory tracking system. The computerized system must be web enabled, with adequate security, to provide Internet access to the information by City users. At a minimum, this system must identify each stored City box by box reference number, department, description (major, minor and long), and status (checked in/checked out). Essential data fields include: Division Name, Department ID, Department Name, Box Number, Major Description, Minor Description, Alpha From, Alpha to, From Date, To Date, Receipt Date, Destruction Review Date, Status, Bar Code, Box Size, Location, and Box History (dates of check out and check in). The inventory tracking process shall include appropriate logs and receipts for pickup and delivery of the individual boxes for verification and audit purposes. Logs and receipts will be made available to the City upon request. The inventory status must be updated within 24 hours of activity.
F. Account and Invoicing The vendor will provide monthly invoices showing a line item for storage and activity costs. The invoice will include a detail list of all transactions.
G. Secure Storage and Facility Standards The vendor’s storage facilities and transportations shall provide a level of protection consistent with industry standards.
H. Price Schedule Please provide firm fixed pricing. All prices are to be based on either a standard size box (15’ x 12” x 10”) or cubic foot. All additional charges must be listed for miscellaneous services, including but not limited to fuel surcharges, labor, data processing, recurring operation charges, all inclusive costs for access to vendor’s website (if any), charges for reports (including special sorting costs, special file listing costs, computer listing charges, initial setup, and download fees), costs for vendor required storage supplies including vendor’s bar codes, transmittal sheets, file labels, etc. Also detail of any other management fees or recurring operation charges. Every effort must be made to provide detailed information for ordinary, usual, and routine services and goods, whether or not noted in the item descriptions above.
